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Rotary Youth Exchange After Background Checks

Rotary Youth Exchange After Background Checks

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Rotary Youth Exchange After Background Checks

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  1. Rotary Youth ExchangeAfterBackground Checks Document and Data Management Presented at the USA-CANADA CONVENTION MARCH 10, 2006 Tamara Sanchez, District 5930

  2. How will you handle confidential data! • Folders • Binders • Storage boxes • File Cabinets • Desk top computers • Lap top computers • Internet

  3. Are your storage areas secure? • Who has access to the data in these areas? • Are these areas under lock and key? • Are electronic methods password protected?

  4. What needs to be protectedand stored! • Confidential data • Results – YES / NO • Authorization forms for the background checks

  5. Set up “Best Way” Practice • Determine who receives data • How long to store documents • What documents to store • Go beyond background checks • Each document that is needed for each exchange

  6. Imagine! • One Central Data Base with your Districts data – on line – secure – accessible to the proper and authorized people. • Run reports at a moments notice on what forms may be needed to keep up to date and be in compliance with possible audits.

  7. How can this be achieved! • Scan your document • Save your document into a folder • Import or upload this document into a custom software system with password protected access only.

  8. Benefits • Each club can maintain this process • YEO can review data, check status quickly • Data is protected and stored in a safe area and archived for each student • Building a Historical database for future resources on Students, Volunteers, Host Families etc….

  9. Resources! • Show Exhibitor • Search Express 800-290-0463 Michel Jaeger Sales.usa@screencheck.com • Jeff or Donna Yarnall District 5100 • 503-612-9416 • www.youthexchange5100.org